Accounts Payables (AP) & Travel Frequently Asked Questions (FAQs)

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1. What form is needed for the University to pay my registration for a conference?

2. What forms are needed to pay for Moving Expenses?

3. How can I look up study participant invoices?


Using IRIS screen FB03, first click on "Document List". In the Reference # field, enter the last name, a "space" then the last four digits of the SSN. Execute by clicking on the green check mark at the top left form.

4. What form must be submitted to request a direct bill for airfare or hotel accommodations and where is located?

5. Why is it required that the Traveler's name on the Direct Bill (T-25) for airfare must be the same as on the government issued photo ID?


Due to TSA Airport Security Checkpoint policies, the name on the airfare ticket much match exactly the name on the traveler's government issued photo ID to facilitate a smooth check-in process.

6. Why does Accounting request 3 hotel choices on the T-25?


In the event that your first choice is unavailable, there won't be a processing delay to request alternatives.

7. What if there are no negotiated rates listed for lodging at a workshop/conference?


The absence of the conference brochure/agenda confirming the lodging rate will limit the reimbursement to the CONUS rate.

8. Can registration fees be reimbursed in advance?


If the traveler pays the registration from personal funds, the fee can only be reimbursed after the completion of the trip. This requires attaching a paid receipt to the expense report.

9. Why does a guest traveler need a personnel number?


Any guest with expenses must be entered into the IRIS system as a Guest Traveler and assigned an employee number to allow payment.

10. How can I access a full list of G/L codes?


Refer to the list of Expense General Ledger Account Definitionsexternal link maintained by the Controller's Office.

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